G U I D E S O I U T Receiving Goods P U T S E N A B L E R S

[Pages:3]Process Begins when

the end user receives actual goods or services.

Process complete when

a receipt is filed, then used to complete invoice payment by AP.

What helps us know why, when, and how we do what we do? Provides direction iProcurement Users Guide MCPS Procurement Policy

What do we need to do this process?

Inspected goods or

I

services

N

P

Supplier packing slip

U

MCPS Purchase

T

order number

S

GUIDES

Receiving Goods

ENABLERS

What do we produce

or deliver with this

O process?

U

T

Completed iProcurement

P U

receipt that accurately reflects the items or services received.

T

S

Where do we do it, and who/what helps us to do the process? People, equipment, facilities, systems

FMS

Procurement

All End User locations

067_DMM_Procurement_Receiving_Goods_Process_Package

To Key Process

Receiving Goods

Step 1. End User Receives (actual) Goods or Services

Step 2. Goods are inspected

Step 3. Contents match the PO &

packing slip

YES

Step 4. Incoming quality check

NO NO

YES

Goods are accepted

YES

Step 5. Go into FMS & click on the "Receiving" tab

Step 6. Search for Order by PO Number

Step 3.a End User/Receiver notifies Supplier

Step 3.b Supplier addresses problem?

NO

Step 3.c End User notifies

Procurement

Step 3.f Alternate source

is identified. End User places

new order

067_DMM_Procurement_Receiving_Goods_Process_Package

YES

Step 7. End user confirms receipt of

goods/services with data entered

in FMS

Step 3.d Procurement contacts Supplier

to address problem

To Details

Supplier resolves issue?

End

NO

Step 3.e Return items using defined "Returning

Goods" Process

Return to IGOE

RECEIVING GOODS PROCESS

Introduction

This process is to be used when an end user school/office needs to have accounting pay a supplier for goods or services received.

Process Description

Step 1.

End User receives (actual) Goods or Services

Step 2.

Goods are inspected

Step 3. Contents match the purchase order and packing slip? If No, complete the following actions

a. End User/Receiver Notifies Supplier of Problem(s)/Discrepancy b. Supplier addresses problems(s)/discrepancy c. End User notifies Procurement Office d. Procurement contacts Supplier to address problem(s)/discrepancy e. Return item(s) using defined "Returning Goods" Process f. Alternate Source is identified and End User places new order

Step 4. Shipment passes incoming quality check? If No, follow Step 3. sub-points. Step 4.1. Goods are accepted? If No, follow Step 3. sub-points.

Step 5.

Go into FMS and click on the "Receiving" Tab

Step 6.

Search for order by Purchase Order Number

Step 7.

End User completes receipt of goods/services in FMS

067_DMM_Procurement_Receiving_Goods_Process_Package

Return to Key Process Return to IGOE

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